For most, work meetings are often distracting and unproductive events that chew into real work. Without sufficient preparation, scope creep is inevitable and decisions are rarely made within one sitting. To make the most of each meeting, consider the following tips.

without sufficient preparation, scope creep is inevitable and decisions are rarely made

Have an agenda

• At the top, include time, place, conference call details, attendees and the organizer's contact details.


• Use numbered points, from most important to least, to list topics to be discussed.


• For each point, underline what decision needs to be made.


• Attach the agenda to the invitation or email it out at least a day ahead if isn't ready when the invite is sent.


• If you're an attendee and want to propose an agenda or agenda item, ask the organizer to distribute it on your behalf to avoid confusion.

Stick to the agenda

• New topics, issues or questions should be scheduled for follow up in a new meeting or other communication.


• Not sticking to the agenda could agitate attendees and their attention span, particularly if they're short on time.


• Don't drag it out. Keep it short, as most people have enough on their plate and see meetings merely as a distraction.

Chair the meeting

• If the agenda is packed, appoint someone to time, keep track and steer conversation.

Invite the right people

• Do some research first. Talk to people you already know about your agenda. If you ask around, you'll be introduced to the right people to get the answers you need.


• Exclude anyone who doesn't really need to be involved to save everyone's time.


• If unsure, ask the person if it's something they would be interested in before sending out invites.

Schedule kindly

• Early mornings, late afternoons and lunchtimes are best left sacred. Scheduling a meeting into any of these slots will result in grumpy, uncooperative attendees who just want the meeting over and done with.


• Cater when necessary. If you must schedule the meeting around lunchtime, order a light lunch or snacks. A heavy lunch will be a distraction, but nothing at all may rush the meeting and end it prematurely.

Location. Location.

• Walking meetings generally don't work when there are more than three participants.


• Meeting at a cafe or other public space to discuss highly confidential matters is inappropriate and risky.


• Cramped rooms can get hot and stuffy, leading to uncomfortable, unwilling and indecisive attendees.

Be present

• Don't use your mobile, tablet or laptop for anything other than meeting notes at a meeting. Just don't.


• Put your phone on silent and turn off vibration.

Write

• Take notes for yourself. Use the agenda as a guide.


• If you have a secretary or administrative assistant, ask them to take meeting minutes.


• The same day or early the next, follow up the meeting by distributing the minutes or a summary of the meeting, including decisions, conclusions and outstanding items. Note whether there'll be a follow up meeting and when to expect it to happen.